UK Year of Service is a brand and website owned by NCS Trust C.I.C.
NCS Trust C.I.C. PRIVACY POLICY

Last updated 17/06/2021

At NCS Trust C.I.C. we care about keeping personal data safe. This includes the way in which we collect and process personal data legally and compliantly, and safeguard privacy. By personal data we mean any data which identifies you as an individual.
We are committed to complying with data protection and privacy laws and we ensure that all the organisations we work with are too, including our Placement Partners. Our Privacy Policy explains how we use and look after your personal data and sets out your privacy rights.
We recognise that data protection and privacy is an ongoing responsibility, and so we will, from time to time, update this Privacy Policy as we proactively keep up to date with changes in the law or NCS Trust C.I.C. processing of personal data. We encourage you to review this policy every now and again to ensure that you are aware of any changes to it.
Where there are significant changes to the Privacy Policy which may affect how we process your personal data, we may contact you to make you aware of the changes.

HOW WE COLLECT YOUR PERSONAL DATA

NCS Trust C.I.C. is the Data Controller for all personal data we collect. This means we decide what personal data we need you to provide and are responsible for communicating to you why we have collected your personal data.
We might collect your personal data via the following channels:
When you provide it directly to the NCS Trust C.I.C., by calling, texting, emailing or writing to us

When you get in touch or connect with us via our social media channels
When you have given Third Parties consent to share it with us
When you visit our website.

WHAT PERSONAL DATA DO WE COLLECT?

Your personal data is any information which can be used to identify you. Depending on where you are in your journey with us we might collect:
your name
your contact details i.e. telephone number, email address, postal address

HOW WE PROCESS YOUR PERSONAL DATA

NCS Trust C.I.C. processes the personal data you provide to inform you about NCS Trust C.I.C. events and other benefits or opportunities associated with the NCS Trust C.I.C. experience. We may also use this information to help us in understanding any specific needs and interests programme participants or placement partners may have in order to better tailor products and services to them, and to support ongoing programme improvement.
Here are some of the ways we may use your personal information:
To understand your needs and interests to better tailor products, information and services to you
To provide you with information about NCS Trust C.I.C. programmes which you may have requested, or which we consider to be of relevance to you
To respond to your enquiries, complaints or requests
To promote our products and services e.g. NCS Trust C.I.C. events, publications, post-programme “graduate” opportunities, and other services
To improve the services offered on our website
To process Freedom of Information requests and individual rights requests under General Data Protection Regulations

THE LAWFUL BASIS WE USE TO PROCESS YOUR PERSONAL DATA

We will process your personal data under one or more of the following lawful bases:
Where you have given us clear, informed consent
We will ask for your informed consent to process your personal data. In doing so, we will use clear plain language to tell you what we will be doing with your personal data so you can fully understand what you are consenting to.
We will also explain your right to withdraw your consent at any time, and how you can do that.
We will only use the personal data you have provided for the purpose we have obtained your consent for.
The processing is necessary for the performance of a task carried out in the public interest

We may process your personal data as part of an agreement we have with a supplier or contractor. In these instances NCS Trust C.I.C. will ensure that such suppliers or contractors process your personal data in line with data protection laws.
We have a legal obligation to process the data
We may need to share your personal data in exceptional circumstances to comply with the law (i.e. the common law or a statutory obligation). For example, we may be obliged to share personal data with law enforcement agencies or court where it might assist them with an investigation or where we are compelled to by a Court Order or any matter regarding national security (please note these examples are not exhaustive).
The processing is necessary for your vital interest or the vital interests of others
We have a genuine and legitimate reason and we are not harming any of your rights and interests
There may be activities that we carry out that are in the legitimate interests of NCS Trust C.I.C., or which we consider are in your legitimate interests. Whenever we use this justification we will carry out a balancing exercise to ensure that we consider the impact on your rights and freedoms and do not override these. Some examples of how we might process your personal data under legitimate interests are:
sending you direct marketing specifically via post
fraud prevention
ensuring network and information security, or
business to business contact.

WHEN WE SHARE PERSONAL DATA WITH OTHERS

NCS Trust C.I.C. does not sell your personal data to any third parties.

We may share your personal data with other third party suppliers such as approved contractors who provide services to the NCS Trust C.I.C. to support our work. We carry out an assessment of all our third party suppliers prior to engaging in a contractual relationship. All our third party suppliers are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow them to use your personal data for their own purposes and only allow them to use your personal data for specified purposes and in accordance with our instructions.
We may also share your personal data with fraud detection organisations or law enforcement agencies.
Where your personal data is shared with third parties, we will share the minimum amount necessary.

HOW THIRD PARTIES COLLECT YOUR DATA

The NCS Trust C.I.C. website interacts with social media platforms including Facebook, Instagram, Twitter, Snapchat, YouTube and others. If you choose to ‘like’ or share information from the NCS Trust C.I.C. website through these services, you should review the privacy policy of that service. Interacting with a like or share interface on our website may allow your activity to be connected to your personal page or profile on the given platform.

YOUR RIGHTS

You have the following rights under the data protection laws:
Right to be informed - told in a clear and transparent way how we process your personal data
Right of access - you can request a copy of the personal data we hold about you
Right of rectification - you can update or amend the personal data we hold about you if it is incorrect
Right to restrict processing - you can ask us to stop using your personal data
Right to be “forgotten” - you can ask us to delete your personal data from our records
Right to object - you can object to the processing of your personal data for marketing purposes
Right to data portability - you can obtain and reuse your personal data for your own purposes
Right related to automated decision making and profiling - you can request to not be subject to a decision when it is based on making a decision solely by automated means without any human involvement and/or automated processing of personal data to evaluate certain things about an individual

NCS Trust C.I.C. MARKETING AND YOUR CHOICES

We would like to tell you about what we do and send you information about our news and updates, and promotions about our programmes and campaigns.
We will not use your personal data to send you marketing communications if you have told us that you do not want to be contacted for this purpose.
You can change your marketing preferences, such as the method by which we contact you (email, phone, text or post), or opt out of receiving marketing communications from us at any time by emailing us.
Where you choose to opt out or unsubscribe from our emails we will stop sending you marketing communications.

USE OF THE NCS Trust C.I.C. WEBSITE

The NCS Trust C.I.C. website collects, and stores safely, certain personal information automatically. The personal information may include your internet protocol (IP) address, the region or general location where your computer or device is accessing the internet, and other usage information about the use of the NCS Trust C.I.C. website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs.

TRANSFER OF PERSONAL DATA OUTSIDE THE EU

The personal data we collect is stored securely in one or more databases hosted by third parties located within the European Economic Area (EEA), or in locations which have demonstrated they have adequate standards of data protection compliance, or where we have implemented safeguards to ensure that your personal data is safe and secure.
This Privacy Policy is being kept under review as we approach the end of the Brexit Transition Period (30th June 2021) and will be updated as appropriate.

HOW WE PROTECT YOUR PERSONAL DATA

To help protect your privacy, we maintain physical, technical and administrative safeguards. These safeguards are designed to prevent unauthorised access, disclosure, use and modification of data. We regularly review our security procedures, and consider appropriate new technologies and methods.
We train our employees about the importance of confidentiality and maintaining the privacy and security of your information, and your personal data is only accessed by appropriately trained staff.
We carry out comprehensive checks on all our Network Providers and other suppliers we use who process your personal data on our behalf. All sharing of personal data is done under contract which sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to on our behalf.

HOW LONG WE KEEP YOUR PERSONAL DATA

We will ensure that your personal data is only kept for as long as is necessary for the purpose we collected it from you, and that it is securely destroyed in accordance with our retention schedule. Where possible we will inform you of how long we will retain the personal data you are providing to us.
In some cases we may be legally required to hold on to some personal data for longer in order to fulfil statutory obligations e.g. where we are required to keep it under the law.